JPH10254752A - Electronic filing system - Google Patents

Abstract

PROBLEM TO BE SOLVED: To provide an electronic filing system registering and retrieving a data file by a general-purpose electronic mail tool. SOLUTION: A mail registration sub-system 21 takes out an electronic mail addressed to a prescribed address (registration address) accumulated in a mail box and requests the registration of an added file added to the electronic mail to the filing server system 10. On the other hand, a mail retrieval sub-system 22 takes out the electronic mail addressed to a prescribed address (retrieval address) accumulated in the mail box, requests the retrieval of a data file matched with a retrieval condition generated from the text of the electronic mail to the filing server system 10, adds the retrieval data file returned from the filing server system 10 to the electronic mail for return and accumulates the mail in the mail box.

Description

DETAILED DESCRIPTION OF THE INVENTION

[0001]

[0001] 1. Field of the Invention [0002] The present invention relates to an electronic filing system for managing various data files such as image data and document data, and more particularly, to registering and retrieving data files using a general-purpose e-mail tool. Electronic filing system.

[0002]

2. Description of the Related Art In recent years, the spread of computers in offices and the like has been remarkable, and the amount of data handled has been increasing along with the spread. Under such circumstances, various electronic filing systems for easily and efficiently managing a large amount of data have been developed.

In a conventional electronic filing system, when registering image data or document data in a filing server system, a dedicated client system (this client system operates on the same computer as the computer on which the filing system operates) Or a computer running the filing system and another computer connected by a network) is used, and the data to be registered is, for example, a scanner provided in the client system. They were either read or specified by specifying a file name on the client system. In addition, the keywords used for the search are such that titles and dates input via the keyboard on the client system are managed in association with the registered data.

On the other hand, when searching for image data, document data, and the like registered in the filing server system, the above-described dedicated client system is used, and search conditions must be entered on the client system via a keyboard. And a search result is returned, and the returned search result is also displayed only on the client system.

Recently, when image data and document data are registered in a specific document box (folder) in the filing server system, a document for notifying the user of the fact using a fax number associated with the folder is used. An electronic filing system that has the function of transmitting a message has also been developed.

[0006]

However, such a conventional electronic filing system cannot access the filing server system without using a dedicated client system. As described above, there is a problem in that it is not possible to request the filing server system to register or search data from a local system that does not have an environment in which the client system can operate. That is, to access the filing server system from the local system,
There was a problem that every local system had to have its own dedicated client system.

[0007] Further, the fact that new data has been registered in the filing server system, or that the registered data has been changed or deleted, cannot be immediately known by the user of another local system at that time. There was a problem. That is, unless the filing server system is actually accessed using a dedicated client system, registration, change, and deletion of data in a desired range such as a field of interest cannot be recognized. Was.

The present invention has been made in view of such circumstances, and provides an electronic filing system capable of requesting a filing server system to register and retrieve a data file using a general-purpose e-mail tool. The purpose is to:

[0009]

SUMMARY OF THE INVENTION In order to achieve the above-mentioned object, an electronic filing system according to the present invention retrieves an electronic mail and an attached file addressed to a predetermined address from a mailbox managed by a mail server system, and retrieves the electronic mail. By providing means for requesting the electronic filing system to register the attached file, it is possible to request a data file to be registered in the electronic filing system using a general-purpose e-mail tool. On the other hand, for a data file search request, a search condition is generated from the text of the e-mail addressed to the predetermined address, and a search for a data file that matches the generated search condition is requested to the filing server system. This is made possible by providing means for attaching the search data file returned from the server system to the reply mail and storing it in the mailbox. In addition, regarding the search request of this data file,
Means for extracting a transfer destination address from the body of an e-mail addressed to a predetermined address, and storing a search data file returned from the filing server system as an attached file of the e-mail in a mailbox addressed to the extracted transfer destination address With this arrangement, the search data file can be transferred to a desired transfer destination as an attached file of an e-mail.

Further, the electronic filing system of the present invention registers, in a filing server system, a notification destination address specified at the time of a data file registration request in association with the data file, and a title or a notice that the data file has been registered. A means to generate the e-mail shown in the text and store it in the mailbox addressed to the notification address, and to generate an e-mail in the subject or body when this data file is changed or deleted By providing a means for storing the data file in the mailbox addressed to the notification destination address, it becomes possible to notify the designated user of the registration, change and deletion of the data file. Even if you do not access the server system, Registration for a range of data, it is possible to know the change, and delete.

Further, the electronic filing system of the present invention, when registration of a data file fails in the filing server system, generates an e-mail indicating the registration failure in the title or body and sends it to a pre-designated address. By providing the means for storing the information in the mailbox, it becomes possible to notify a specific user such as a system administrator of a system abnormality warning by e-mail.

[0012]

An embodiment of the present invention will be described below with reference to the drawings. FIG. 1 shows a device configuration of an electronic filing system according to an embodiment of the present invention. FIG.
As shown in FIG. 1, an electronic filing system according to this embodiment includes a filing server computer 1 on which a filing server system operates, a filing client computer 3 on which a dedicated filing client system operates, and users (specific users such as system administrators and general users). Are included via the network 2.

The filing server computer 1 includes a database 1a for storing search keywords and a notification destination mail address to be described later, and an optical disk autochanger 1b for storing a large amount of various data files such as image data and document data. . Also, on the filing server computer 1, a mail server system that manages a mailbox in which electronic mail transmitted and received between the personal computers 4 via the network 2 is stored operates together with the filing server system. The filing client computer 3 includes, for example, a printer 3a for printing a list of search results and a scanner 3b for reading items described on paper as image data.
Then, in each of the personal computers 4, a general-purpose e-mail tool for transmitting / receiving an e-mail to / from another personal computer 4 via the filing server computer 1 operates. This e-mail tool is not necessarily the same, and any tool that can store e-mail in a mailbox on the filing server computer 1 and can retrieve e-mail addressed to the user from this mailbox can be used. Such kind may be used.

FIG. 2 shows functional blocks of the electronic filing system of this embodiment having such a device configuration. As shown in FIG. 2, in the electronic filing system of this embodiment, a filing server system 10 running on the filing server computer 1 is used.
And a mail server system 30 with a filing / mail bridge system 20 interposed therebetween. Here, this filing / mail bridge system 2
0 operates on the filing server computer 1. For example, even when the filing server system 10 and the mail server system 30 operate on different computers, the electronic filing system of this embodiment can be constructed. In this case,
It does not matter if the filing / mail bridge system 20 is operated on any computer, or even on a different computer.

The filing / mail bridge system 20 includes a mail registration subsystem 21 and a mail search subsystem 22. The mail registration subsystem 21 extracts an e-mail addressed to a predetermined address (referred to as a registration address) stored in a mailbox managed by the mail server system 30 and an attached file of the e-mail, and registers the attached file. To the filing server system 10, while the mail search subsystem 22
Is a predetermined address (search address) stored in a mailbox managed by the mail server system 30
An e-mail addressed to the e-mail is retrieved, a search condition is generated from the text of the e-mail retrieved, and a search for a data file that matches the generated search condition is requested to the filing server system 10 and returned from the filing server system 10. This is a subsystem for attaching the retrieved search data file to a reply mail to an e-mail addressed to the search address and storing it in a mailbox. Then, the mail registration subsystem 21 and the mail search subsystem 22 go to the mailbox managed by the mail server system 30 every predetermined period.

Therefore, in the electronic filing system of this embodiment, the user who uses the personal computer 4 can use the general system provided by the local systems 50a to 50c operating on the respective personal computers 4 without using the filing client system 40. Filing server system 1 using traditional mail tools
0 can request data file registration and retrieval.

The mail search subsystem 22 extracts a transfer destination address from the text of the electronic mail addressed to the search address, and extracts the search data file returned from the filing server system 10 as an attached file of the electronic mail. The operation may be such that the mail is stored in the mailbox addressed to the transfer destination address. In this case,
The search data file can be transferred to a desired transfer destination as an e-mail attached file.

The mail registration subsystem 21 and the mail search subsystem 22 generate an e-mail in which the processing result returned from the filing server system 10 is represented in the title or the text, and the generated e-mail is registered in the registration address or the e-mail. It is also effective to store the e-mail addressed to the search address in the mailbox addressed to the source address of the e-mail.

In the electronic filing system of this embodiment, the filing server system 10 manages a notification destination mail address in association with a registered data file. The notification destination e-mail address is input as ancillary data when, for example, the filing client system 40 requests the filing server system 10 to register a data file. Then, in the filing server system 10, the mail transmission / reception subsystem 11 generates an e-mail indicating that the data file has been registered in the title or body, and sends the e-mail to the notification destination e-mail address to be managed by the e-mail server system 30. When the data is stored in the box or the data file is changed or deleted, an e-mail is generated in the title or the body to that effect, and the e-mail is generated and sent to the mail address managed by the mail server system 30 to the notification destination e-mail address. Or accumulate.

Therefore, in the electronic filing system of this embodiment, it is possible to notify the user who uses the personal computer 4 of the registration, change and deletion of the data file by e-mail.

When a registration error occurs in the filing server system 10 due to insufficient capacity of the optical disk autochanger 1b, the mail transmission / reception subsystem 11 generates an e-mail indicating the fact in a title or text and designates the e-mail in advance. The mail is stored in the mailbox managed by the mail server system 30 addressed to the specified address.

Therefore, in the electronic filing system of this embodiment, it is possible to notify a specific user such as a system administrator of a system abnormality warning by e-mail.

Next, the operation procedure of the electronic filing system of this embodiment will be described. FIG. 3 is a flowchart illustrating an operation procedure of registration using electronic mail. The mail registration subsystem 21 takes in the e-mail addressed to the unread registered address stored in the mailbox managed by the mail server system 30 (step A).
1). The e-mail addressed to the registration address has a format as shown in FIG.
Extracts the title, body, attached file, and the like from the e-mail (step A2). Then, the mail registration subsystem 21 creates registration document information using the extracted title and body as a title and an attached file as a page (step A3), and designates a bookcase / document box preset in the environment setting. The filing server system 10 requests the filing server system 10 to register the created registration document information (step A4).

When the mail registration subsystem 21 receives the processing result returned in response to this request from the filing server system 10 (step A5), it determines whether the processing result indicates normal termination (step A).
6) If it does not indicate a normal end (N in step A6), it is further determined whether this request has been processed more than a predetermined number of times (step A7).
If the request has not been processed more than the predetermined number of times (N in step A7), the mail registration subsystem 21 waits for a predetermined period without doing anything (step S7). A11) Then, an electronic mail addressed to the unread registered address stored in the mailbox is again taken in.

On the other hand, when the processing result indicates a normal end (Y in step A6) or when the processing result does not indicate a normal end, the request is issued more than a predetermined number of times. If it has been processed (step A6
N, step A7, Y), mail registration subsystem 2
1 deletes the electronic mail addressed to the registered address from the mailbox (step A8), determines whether it is necessary to return the processing result (step A9), and when it is necessary to return the processing result (step A9). (Y), after transmitting the processing result to the requesting mail address (step A10), the electronic mail is again fetched to the unread registered address stored in the mailbox.

FIG. 5 is a flowchart for explaining an operation procedure of a search using an electronic mail. The mail search subsystem 22 fetches an e-mail addressed to an unread search address stored in a mailbox managed by the mail server system 30 (step B1). The e-mail addressed to the search address has a format as shown in FIG. 6, and the mail search subsystem 22 extracts the title and the body from the e-mail (step B2). Then, the mail search subsystem 22 creates a document information search condition from the extracted text (step B).
3) Requesting the filing server system 10 to search for a document that matches the search condition created by specifying a bookcase / document box preset in the environment settings (step B)
4).

When the mail search subsystem 22 receives the processing result returned from the request from the filing server system 10 (step B5), it determines whether the processing result indicates a normal end (step B5).
6) If it does not indicate a normal end (N in step B6), it is further determined whether this request has been processed more than a predetermined number of times (step B7).
If the request has not been processed more than the predetermined number of times (N in step B7), the mail search subsystem 22 waits for a predetermined period without doing anything (step S7). B13) Then, the electronic mail addressed to the unread search address stored in the mailbox is again fetched.

On the other hand, if the processing result indicates a normal end (Y in step B6), the mail search subsystem 22 returns the mail return information with the title of the returned search result as the body and the page as the attached file. Is created (step B8), and a reply to the search result extracted from the body of the request source mail and a search result reply CC (carbon copy) are set as the reply destination of the mail, and the reply of the mail is executed (step B9). FIG. 7 shows the format of a reply mail created by the mail search subsystem 22. After the reply of the mail (step B9) or when the processing result received from the filing server system 10 does not indicate a normal end, the request is processed more than a predetermined number of times. (N in step B6, Y in step A7), the mail search subsystem 22 deletes the electronic mail addressed to the search address from the mailbox (step B1).
0), it is determined whether a reply of the processing result is necessary (step B11). When a reply of the processing result is necessary (Y in step B1), the processing result is transmitted to the requesting mail address (step B1). B12) The electronic mail addressed to the unread search address stored in the mailbox is fetched again.

FIGS. 8 and 9 are flowcharts for explaining the operation procedure of data file registration notification using electronic mail. The user designates a bookcase / document box to be registered by the filing client system 40 (step C1 in FIG. 8), and inputs an image, a document file and a title to be registered (step C2 in FIG. 8).
Step C3). If the user wants to notify this user of the registration (Y in step C4 in FIG. 8), he or she inputs the e-mail address of the user to be notified further (step C5 in FIG. 8) and inserts a comment in the notification. (Y in step C6 in FIG. 8), the comment is also input (step C7 in FIG. 8).

The filing client system 40 that has received the input requests the filing server system 10 to register the title, image, document file, e-mail address, comment, and the like (step C8 in FIG. 8), and processes the result. It is received from the filing server system 10 (step C9 in FIG. 8).

On the other hand, in the filing server system 10, when a registration execution is requested from the filing client system 40, registration of a title, an image, a document file, and the like is executed (step D1 in FIG. 9), and the processing ends normally. In this case (Y in step D2 in FIG. 9),
It is determined whether the notification destination address is specified (FIG. 9
Step D3), if specified (Y in Step D3 in FIG. 9), a notification destination e-mail address is registered (Step D4 in FIG. 9), and document information such as a title and a notification Is transmitted (step D5 in FIG. 9). FIG. 10 shows the format of the e-mail transmitted at this time. On the other hand, if the registration process has not been completed normally (N in step D2 in FIG. 9), it is determined whether the mail address of a specific user such as an administrator has been designated (step D6 in FIG. 9). If it has been done (Y in step D6 in FIG. 9), an e-mail notifying the occurrence of an error is transmitted to the mail address (step D7 in FIG. 9). FIG. 11 shows the format of the e-mail transmitted at this time.

Then, the filing server system 10
Returns the processing result to the requesting filing client system 40 (step D8 in FIG. 9). FIGS. 12 and 13 are flowcharts illustrating the operation procedure of a data file change / deletion notification using an e-mail.

The user designates a bookshelf / document box in which a document to be changed or deleted by the filing client system 40 is stored (step E1 in FIG. 12), and a desired one is selected from the documents stored in the bookshelf / document box. (Step E2 in FIG. 12). If the notification destination address associated with this document is registered and a comment for notification is required (Y in step E3 in FIG. 12, Y in step E4), the notification (Step E in FIG. 12)
5).

Then, the filing client system 40 receiving this input requests the filing server system 10 to change or delete the document (FIG. 1).
The processing result is received from the filing server system 10 (step E6 in FIG. 12) (step E6 in FIG. 12).
7).

On the other hand, in the filing server system 10, the updating /
When the deletion execution is requested, the requested update / deletion is executed (step F1 in FIG. 13), and when the processing ends normally (Y in step F2 in FIG. 13), the notification destination address is designated. Is determined (step F3 in FIG. 13), and if specified (step F3 in FIG. 13).
(Y), the document information such as the title and the comment for notification are transmitted to the mail address of the notification destination (step F4 in FIG. 13). On the other hand, if the change / deletion process has not been completed normally (N in step F2 in FIG. 13), it is determined whether the mail address of a specific user such as an administrator has been designated (step F5 in FIG. 13). If specified (Y in step F5 in FIG. 13), an e-mail notifying the occurrence of an error is transmitted to the mail address (step F6 in FIG. 13).

Then, the filing server system 10
Returns the processing result to the filing client system 40 of the request source (step D8 in FIG. 13). As described above, according to the electronic filing system of this embodiment, the filing server system 10 can be accessed by a general-purpose e-mail tool provided in the personal computer 4 for personal use without using the filing client system 40. In addition, registration, change, and deletion of a data file, a failure of a filing system, and the like can be notified by e-mail.

[0037]

As described above in detail, according to the present invention, access to the filing server system can be performed by a general-purpose e-mail tool provided in a personal computer for personal use, and each user can use a dedicated e-mail tool. Since there is no need to provide a filing client system, the usability can be greatly improved.

Also, for example, a notification that a data file or a data file as a search result has been registered, changed, or deleted, and a notification that a fault has occurred in the filing system can be transmitted by e-mail. The user can immediately obtain such information without actually accessing the filing server system.

[Brief description of the drawings]

FIG. 1 is a diagram showing a device configuration of an electronic filing system according to an embodiment of the present invention.

FIG. 2 is an exemplary view showing functional blocks of the electronic filing system of the embodiment.

FIG. 3 is an exemplary flowchart illustrating an operation procedure of registration using electronic mail according to the embodiment.

FIG. 4 is an exemplary view showing a format of an electronic mail addressed to a registered address according to the embodiment;

FIG. 5 is an exemplary flowchart illustrating an operation procedure of a search using electronic mail according to the embodiment.

FIG. 6 is an exemplary view showing the format of an electronic mail addressed to a search address according to the embodiment;

FIG. 7 is an exemplary view showing the format of a reply mail created by the mail search subsystem of the embodiment.

FIG. 8 is an exemplary flowchart for explaining an operation procedure (a filing client system side) of data file registration notification using electronic mail according to the embodiment;

FIG. 9 is an exemplary flowchart illustrating an operation procedure (a filing server system side) of a data file registration notification using electronic mail according to the embodiment.

FIG. 10 is an exemplary view showing the format of an electronic mail for registration notification transmitted from the filing server system of the embodiment.

FIG. 11 is an exemplary view showing the format of an error notification e-mail transmitted from the filing server system of the embodiment.

FIG. 12 is an exemplary flowchart for explaining the operation procedure (the filing server system side) of the data file change / deletion notification using the e-mail according to the embodiment;

FIG. 13 is an exemplary flowchart for explaining the operation procedure (the filing client system side) of the data file change / deletion notification using the e-mail according to the embodiment;

[Explanation of symbols]

DESCRIPTION OF SYMBOLS 1 ... Filing server (mail server) computer, 2 ... Network, 3 ... File client computer, 4 ... Personal computer, 10 ... Filing server system, 11 ... Mail transmission / reception subsystem, 20 ... Filing / mail bridge system, 2
1 ... Email registration subsystem, 22 ... Email search subsystem, 30 ... Mail server system, 40 ... Filing client system, 50a, 50b, 50c ...
Local system.

Claims (10)

[Claims] 1. A filing server system for managing various data files including image data and document data in association with a keyword for searching the data files, and a mail in which electronic mail transmitted / received via a network is stored. An electronic filing system comprising: a mail server system that manages a box; a mail extracting unit that extracts an email and an attached file addressed to a predetermined address stored in the mailbox; and an email that is extracted by the mail extracting unit. And a data registration unit for requesting the filing server system to register the extracted search keyword and the attached file from the body of the file. Electronic filing system, characterized in that the enabling registering various data files grayed server system. 2. A filing server system for managing various data files including image data and document data in association with a keyword for searching for the data files, and a mail storing electronic mail transmitted and received via a network. An electronic filing system comprising: a mail server system that manages a box; a mail extracting unit that extracts electronic mail addressed to a predetermined address stored in the mailbox; and a mail body that is extracted by the mail extracting unit. Means for generating a search condition, requesting the filing server system to search for a data file matching the generated search condition, and extracting the search data file returned from the filing server system by the mail extracting means Data retrieval means attached to the reply mail to the retrieved e-mail and stored in the mailbox, so that various data files managed by the filing server system can be searched by a general-purpose e-mail tool. An electronic filing system, characterized in that: 3. A filing server system for managing various data files including image data and document data in association with a keyword for searching the data files, and a mail in which electronic mail transmitted and received via a network is stored. An electronic filing system comprising: a mail server system that manages a box; a mail extracting unit that extracts electronic mail addressed to a predetermined address stored in the mailbox; and a mail body that is extracted by the mail extracting unit. A search condition is generated, a request is made to the filing server system for a search for a data file that matches the generated search condition, and the search data file returned from the filing server system is generated in an electronic mail generated for transfer. Data retrieval means attached to the mail and stored in the mailbox addressed to the transfer destination address extracted from the title and body of the e-mail, and managed by the filing server system using a general-purpose e-mail tool. Various data files can be searched,
An electronic filing system wherein the search result can be transferred to a desired transfer destination as an attached file of an e-mail. 4. The method according to claim 1, wherein the mail extracting means includes means for checking whether or not an electronic mail addressed to a predetermined address is stored in the mailbox at predetermined intervals. Claim 1, 2 or 3
Electronic filing system as described. 5. The data registering means or the data retrieving means generates an e-mail in which a registration result or a retrieval result returned from the file server system is represented in a title or a text, and the e-mail retrieved by the e-mail retrieving means. 4. The electronic filing system according to claim 1, further comprising means for storing the mail in the mailbox addressed to the address of the sender of the mail. 6. The data registering means or the data retrieving means, when a registration failure or a retrieval failure is returned from the file server system, means for re-requesting registration or retrieval within a predetermined number of times, When a registration failure or a search failure is returned from the file server system more than a predetermined number of times, an e-mail indicating the registration failure or the search failure in the title or the body is generated and is retrieved by the mail retrieval means. 4. The electronic filing system according to claim 1, further comprising means for storing the e-mail in the mailbox addressed to a source address of the e-mail. 7. A notification destination registration means for registering a notification destination address specified at the time of a data file registration request in association with the data file in the filing server system, and a title or a text indicating that the data file has been registered. 7. An electronic filing system according to claim 1, further comprising a registration notifying means for generating the indicated electronic mail and storing the generated electronic mail in the mailbox addressed to the notification destination address. . 8. When any one of the data files is changed or deleted, the filing server system generates an e-mail indicating the change in the title or the body, and the notification destination registration means stores the e-mail in the data file. 8. The electronic filing system according to claim 7, further comprising update notification means for storing the information in the mailbox to a notification destination address registered in association with the electronic mail. 9. The registration notifying means or the update notifying means includes means for inserting a comment specified at the time of a request for registration, change or deletion of a data file into a body of an e-mail addressed to the notification destination address. The electronic filing system according to claim 7 or 8, wherein: 10. A warning that, when registration of a data file has failed in the filing server system, generates an e-mail indicating the registration failure in the title or body and accumulates the e-mail in a predetermined address to the mailbox. 4. The method according to claim 1, further comprising a notification unit.
The electronic filing system according to 4, 5, 6, 7, 8 or 9.